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A Framework For EMail Meetings

Committees are a democratic structure. The chair is responsible for making sure that minority voices are heard and that the majority will of the committee is determined and executed. We need meetings and nowadays email meetings are popular.

The purpose of this framework is to allow the committee to make sure that there is adequate and fair opportunity for discussion and decision-making, in between regular meetings.

Committee Meetings Conducted by E-mail

Please replace NameOfMotion in the pro-forma emails below with a name to identify the motion, eg Christmas Party Venue.

Special meetings may take place via EMail. Each EMail meeting will address one motion (including amendments to the motion) only, and is identified by a virtual meeting number eg mf01. Amendments will be numbered eg mf01a for the amendment and mf01b for the amended motion, etc.

Always show the identifying number at the start of the subject line. Reply-To-All will accomplish this.

The EMail meeting is chaired by the committee chair.

The rules applying to the conduct of regular meetings also apply to e-mail meetings, except as shown below.

1) Any committee member may present a motion by e-mail:

TO: Committee Chair
SUBJECT: NameOfCommittee: Motion for e-mail consideration: NameOfMotion (DateOfMotion), eg
MFS Committee: Motion for e-mail consideration: Date of Christmas Dinner (21Oct08)
I MOVE that ...
REASON: brief reason for the motion

2) Chair will call for a seconder:

TO: All Committee Members
SUBJECT: Identifying number: Call for seconder: NameOfMotion (DateOfMotion), eg
mf09: Call for Seconder: Date of Christmas Dinner (21Oct08)
I have received the following motion for e-mail consideration. Please advise by reply-to-all whether or not you wish to second the motion, along with brief reasons.

For the rules applying to e-mail meetings please see http://dance.pcug.org.au/emailmeetings.htm

3) If all members indicate that they decline to second the motion the motion lapses:

TO: All Committee Members
SUBJECT: Identifying number: Lapsed: NameOfMotion (DateOfMotion)
Thank you to the mover of this motion but I regret that it must lapse for want of a seconder.

For the rules applying to e-mail meetings please see http://dance.pcug.org.au/emailmeetings.htm

4) Once a motion has been seconded, the chair starts a discussion period:

TO: All Committee Members
SUBJECT: Identifying number: Discussion period, ends 12Dec08: NameOfMotion (DateOfMotion)

This is your invitation to discuss the motion below. Please use reply-to-all and bear in mind the organisation's code of conduct. Note, any committee member may call for discussion at a regular meeting prior to a vote being called.

For the rules applying to e-mail meetings please see http://dance.pcug.org.au/emailmeetings.htm

5) Following the end of the discussion period, if there has not been a call for discussion at a regular meeting, the chair puts the motion:

TO: All Committee Members
SUBJECT: Identifying number: Voting period, ends 15Dec08: NameOfMotion (DateOfMotion)

Are you in favour of the subject motion?
Please reply-to-all stating Yes, No or Abstain.
The motion will be decided by majority opinion.

For the rules applying to e-mail meetings please see http://dance.pcug.org.au/emailmeetings.htm

6) The voting period will end when there is a majority of votes either way. EG: 7 committee members with 2 on leave and 1 "abstain", a majority is 3 out of 4. The chair may extend the voting period and send reminders to achieve a result.

7) The chair will announce the result of the vote:

TO: All Committee Members
SUBJECT: Identifying number: Result Yes/No: NameOfMotion (DateOfMotion)

The motion is carried/lost

The votes were as follows (Y=Yes, N=No, L=On Leave, A=Abstain):
N John Black
L John Citizen
Y Les Green
Y Mary Mustard
Y Beryl White
A Polly White

If there is no objection within three days this Special Meeting will be closed, and thank you for your participation.

For the rules applying to e-mail meetings please see http://dance.pcug.org.au/emailmeetings.htm